15 Common CRM Configuration: Define Resource Information

Manage Resource Note Types

Defining Notes: Points to Consider

A note is a record attached to a business object
that is used to capture nonstandard information received while conducting
business. When setting up notes for your application, you should consider
the following points:

Note Types

Note Type Mappings

Note Types

Note types are assigned to notes at creation
to categorize them for future reference. During setup you can add
new note types, and you can restrict them by business object type
through the process of note type mapping.

Note Type Mappings

After note types are added, you must map them
to the business objects applicable to your product area. Select a
business object other than Default Note Types. You will see the note
types only applicable to that object. If the list is empty, note type
mapping doesn't exist for that object, and default note types will
be used. Select Default Note Types to view the default note types
in the system. Modifying default note types will affect all business
objects without a note type mapping. For example, you have decided
to add a new note type of Analysis for your product area of Sales-Opportunity
Management. Use the note type mapping functionality to map Analysis
to the Opportunity business object. This will result in the Analysis
note type being an available option when you are creating or editing
a note for an opportunity. When deciding which note types to map to
the business objects in your area, consider the same issues you considered
when deciding to add new note types. Decide how you would like users
to be able to search for, filter, and report on those notes.

Note

Extensibility features are available on the Note object.
For more information refer to the article Extending CRM Applications:
how it works.

Define Resource Information

Resource Directory: Explained

The Resource Directory offers detailed information
about all the resources within the deploying organization. The Resource
Directory also enables you to find and communicate with other resources,
and to network and collaborate with them.

Use the Resource Directory to perform the following
tasks:

View and modify your profile

View your organization and team membership
information

View information related to other
organizations and teams

View the profiles of other resources

Communicate with other resources

Resource Directory: Explained

The Resource Directory offers detailed information
about all the resources within the deploying organization. The Resource
Directory also enables you to find and communicate with other resources,
and to network and collaborate with them.

Use the Resource Directory to perform the following
tasks:

View and modify your profile

View your organization and team membership
information

View information related to other
organizations and teams

View the profiles of other resources

Communicate with other resources

Setting up
Resources: Explained

Setting up resources involves identifying
a person as a resource and specifying optional profile
details as needed. This is an important step because until you identify
users as resources, you cannot assign work objects to them.

While identifying a resource is the only mandatory
task in resource setup, you may also need to perform some of the following
tasks while setting up resources.

Specify the end date for a resource's
engagement with the deploying company

Assign roles to resources

Assign resources to organizations

Assign resources to teams

Identifying
Resources: Explained

The Identify Resources step in the Manage
Resources task is only needed to identify an existing employee, contingent
worker, or partner member as a resource. Usually they are identified
as resource in the Manage Users task, or in the Partner Center. If
you have created partner members or internal users in the system without
making them resources, you can identify them as resources in the Identify
Resources step. Until you identify employees, contingent workers,
and partner members as resources, you cannot assign them work objects.

Note

Resources need not necessarily belong to an organization,
nor do they need to have specific roles assigned. However, it is best
to always associate resources with an organization either as managers
or as members. Similarly resources should also have at least one role
as part of their organization membership. When you identify users
as resources, all you indicate is that these new resources can now
be assigned work within the deploying company.

Resource Skills and Resource Assignment:
Explained

Resource skills help you assign resources
to organizations and teams which can best utilize a specific set of
skills. For example, if a resource is skilled in a specific technology,
product, or business domain, you can assign the resource to teams
and organizations that need resources possessing such skills. Use
skill-based resource assignment to get the best out of the resources
available to the deploying company.

Resources: How They Work within a Team

You can include resources from different resource
organizations to work together on a work object as members of the
same resource team. You can also include entire resource organizations
into a resource team. Generally what resources can do is controlled
by their resource organization membership and their hierarchy. Resource
teams provide a flexible way of bringing resources together without
any organizational or hierarchy-based restrictions.

Assigning Resources to Teams

You can assign identified resources to teams and assign
them roles within the team. Each resource can have a specific role
within a team. Thus, a resource may play different roles in different
teams.

FAQs for Define Resource Information

What happens if I add a resource to the organization?

When you add a resource to an organization,
the resource becomes a member of the organization. This positions
the resource within the organization hierarchy.

Organization membership information is part of the
publicly visible details of a resource profile. This means that a
resource's organization membership and reporting structure are visible
to all active resources within the organization.

If you assign the entire organization
to a resource team, all member resources are automatically assigned
to the team. This information also becomes part of the resource's
publicly visible profile.

What's the difference between a partner resource and an internal resource?

The main difference between an internal resource
and a partner resource is the company for whom each works. While the
internal resource is an employee or contingent worker of the deploying
company, the partner resource is an employee of the partner company.

The methodology used to create resources of
these two types is also different. While the partner administrator
or channel manager creates a new partner resource through the Oracle
Fusion Partner Management applications, internal resources are added
using the Manage Users, Hire Employee, or Import Person and Organization
task.

Another difference between partner resources and internal
resources is that partner resources cannot access the Resource Directory
while internal resources can.

Can I create
an employee or contingent worker resource?

No. You can only identify existing employees
and contingent workers as resources in the Manage Resources task,
but you cannot create a new employee or contingent worker in the Manage
Resources task.

You can create an employee or contingent worker using
Manage Users task, Hire Employee task, or Import Person and Organization
task.

Can I create
a partner member resource?

No. Only partner administrators in the partner
company or designated managers and administrators of the deploying
company can create external partner member resources in the Partner
Center.

What's a resource
team?

A resource team is a group of resources formed
to work on work objects. A resource team may comprise resource organizations,
resources, or both. A resource team cannot be hierarchically structured
and is not intended to implement an organization structure. You can
also use resource teams as a quick reference to groups of related
resources that you can quickly assign work objects to.

Note

Members of teams can either be reassigned separately,
or entire teams can be assigned to other tasks as required.

Define Resource Organization Information

Resource Organizations and Organization Usage:
Explained

You can assign organization usage information
to resource organizations to classify them based on how they can be
used. For instance, resource organizations engaged in sales activities
can be assigned the Sales Organization usage. This enables you to
sort organizations based on their usage, simplifying your task of
working with them.

Resource Organization
Hierarchy Versioning: Explained

As organizations evolve, you may need to make
changes to the existing organization hierarchy. Create organization
hierarchies to capture these changes without impacting active hierarchies.

Depending on the urgency and nature of the changes
within the deploying company, organization hierarchy changes can either
be immediate or planned.

Implementing Immediate Resource Organization Hierarchy
Changes

In case of immediate changes in the organization hierarchy,
either make changes directly to the hierarchy or create a new version
of the existing hierarchy and set it to become active when the new
organization structure needs takes effect.

Note

Changes made to existing hierarchies are saved automatically
and updated immediately.

Implementing Planned Resource Organization Hierarchy
Changes

Create a new version of the active hierarchy and specify
the date on which the new version needs to become active. Once the
new version is saved, you can make and save the changes needed. Ensure
that you have made all the changes needed to the new version before
the date on which the new version needs to become active.

Define Resource Role Information

Define Resource
Roles: Explained

Defining resource roles involves defining
and configuring the roles that a resource plays as an individual or
within a resource organization or resource team in the deploying company.
This requires you to specify who a resource is within the enterprise
and what specific role the resource performs within the context of
an organization or team.

You can assign defined roles to resources directly
or to resources within an organization or team context. This action
simplifies the task of individually assigning complex roles to resources
within the organization.

You can also set several flags while defining roles. Use
these flags along with the organization hierarchy information to define
the reporting hierarchy of resources. Use the Manager flag to tag
a role as a supervisor role. Similarly, attach a Member tag to a role
to make it a subordinate role in the hierarchy. Tag roles as Administrator
or Lead to indicate the roles that the resource roles have within
the hierarchy. Additionally, you can use these flags along with the
organization hierarchy information to maintain manager-to-manager
relationships within the organization.

Assigning Resource Role Types

Resource role types organize roles into logical
groups. This simplifies role assignment and assignment tracking. For
example, the Partner resource role type defines a set of partner-specific
roles such as partner sales representative and partner sales manager. Use
the Partner resource role type to determine the roles that are appropriate
for partner members. Similarly, use the Sales resource role type and
the Marketing resource role type to categorize the appropriate sales
and marketing roles for internal employees or contingent worker resources.

Provisioning
Security Roles: Explained

Security role provisioning is the process
of automating the provisioning and de-provisioning of security roles
based on resource role assignment to resources. Once security roles
are provisioned to resources, they can access the tasks and data enabled
for the security role.

Difference between Resource Roles and Security
Roles

Resource roles indicate who a person is to the deploying
company. As such, resource roles are used for filtering resources
and for generating reporting hierarchies in addition to being used
to define security policies. A key difference between a security role
and resource role is that a resource role may be assigned to a resource without a user account, while a security role can
only be provisioned to a resource who has a user account. So while
in some cases the resource role may be defined at the same granularity
as the security role and used to automate security role provisioning,
the resource role concept remains separate from security roles.

Job-to-Role
Mapping: Explained

In the Manage Resource Roles task, you can
establish job mapping for a resource role. Job-to-resource-role mapping
enables you to associate HCM jobs with specific resource roles. This
mapping simplifies the task of assigning resource roles to new employees
or contingent workers, resulting in time and costs efficiency.

For example, suppose a new employee joins the IT department
as a data quality manager. If the new employee's job is already mapped
to a resource role like Data Steward Manager, the resource role is
automatically assigned when the employee is identified as a resource
in the system. This enables you to place new employees faster in organizational
and reporting hierarchies. If security roles are also associated with
the resource role, then the new employee's access privileges are also
granted automatically.